Administrative Assistant

**Job Summary**The objective of this position is to provide administrative support to the Vice President of Sales and Marketing, Mexico, as well as to leadership on site and visiting form US corporate offices. Support provided varies broadly from coordinating complex meeting and travel schedules, to ensuring the right communications are sent out on behalf of the position and working with presentations and other related documents. Provides assistance on site projects and tasks as needed.**Expected Contributions**- Maintains Sales and Marketing VP calendar updated, coordinating calendar logistics and managing schedule as needed. This includes setting up new meetings, responding to requests for meetings, and taking the initiative to resolve schedule conflicts proactively. This will often require complex scheduling scenarios involving other team members and trying to balance requests from direct reports vs outside constituents. Also includes scheduling meeting rooms, setting up refreshments and meals, and IT equipment.- Answers and performs phone calls. Takes messages and answers all routine and non-routine questions.- Types and designs general correspondences, memos, charts, reports, tables, graphs, business plans, etc.- Schedules and organizes meetings, travel, and department activities for all members of the Senior Management Team and visitors from corporate office, as needed.- Prepares meeting materials as required. (i.e.: agendas, presentations, files, schedules, collateral, etc.)- Prepares expense reports and follows up on process until concluded.- Runs daily reports as needed.- Prepares HR forms as necessary.- Prepares tracks and schedules PMP and Talent Reviews for S&M VP direct reports to ensure they are completed on a timely basis.- Prepares and follows up on manual check requests, work requests, etc. as needed.- Orders equipment and office supplies- Maintains filing system daily.- Coordinates new offer letter packages and compensation plans with HR and Legal- Assists with special projects as needed. Works independently and within a team on special and nonrecurring and ongoing projects. Act as a project manager for special projects, at the request of the President, which may include planning and coordinating multiple presentations, disseminating information, and organizing companywide events.- General administrative support to leadership on site as well as visitors and Senior leadership form corporate offices.- Handles confidential and non-routine information.- Minimum of two (2) years’ experience in fast pace professional office environment.- High school diploma or GED; or equivalent combination of education and experience.- Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy. Must possess a strong-willed personality and have integrity above reproach.- Must be able to communicate and interact with individuals at all levels, within and out of the organization, without losing self-composure or focus on the appropriate objectives to be reached.- Excellent administrative, follow up and coordination skills.- Demonstrated ability in conceptualizing, planning, organizing, and implementing processes, policies and procedures in a high-performance sales and marketing environment.- Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.- Must be able to deal effectively with stress and with other people who are stressed.- Key competencies include: customer service orientation, ethical and work standards, managing multiple priorities, follow-up, building business partnerships, positive disposition, thriving on ambiguity, openness to differences, patience, technical/professional knowledge, facilitating learning, coaching, developing organizational talent/staff development.- Stairs are a part of the building structure; therefore, climbing stairs is mandatory.- Processing of paperwork requires visual observations and attention to detail.- Verbal communication is necessary for negotiating and maintaining telephonic and person-to-person relationships.- Stand or sitting for long periods may be necessary.- Working weekends and holidays may be required.- Professional dress, grooming and demeanour are mandatory.imvwsmMarriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.